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Job Framework:Personal Assistant to the Country Director

Role:
 Personal Assistant.
Reports To:  Country Director.
Liaises With:Country Management Team and other team members.
Duty Station:  Support Office, Nairobi.
Working Hours:  8.00 am – 5.p.m (Monday to Friday).
Type Of Contract: Permanent although subject to confirmation after 3 months probation period.

Job Objective:

The Personal Assistant offers administrative, program support to the Country Director and the Country Management Team within the organisation, as well as supporting key initiatives through proactive organizational and coordination skills.

Key Responsibilities:

·                     Managing the Country Director’s diary and coordinating activities and schedules to ensure effective time management.
·                     Arranging meetings, conferences and trainings as may be required by the Country Director.
·                     Preparing agenda, attending and taking minutes on Country Management Team meetings.
·                     Preparing materials and briefs before for internal and external meetings for the Country Director.
·                     Managing project reporting schedules and presenting the reports to the Country Director.
·                     Providing Ad hoc analysis and reports for senior management.
·                     Managing correspondence between project managers, donors, partners, stakeholders and the Country Director.
·                     Assisting in compiling donor reports in line with the laid down requirements.
·                     Assist in program’s proposal development.
·                     Ensuring that the donor and partnership contracts are availed and duly signed by the Country Director.
·                     Preparing and prioritizing of urgent documents to be signed by the Country Director.
·                     Identify opportunities and invitation for proposals and grants.
Required Skills:
·                     Excellent interpersonal skills
·                     Team building skills
·                     Analytical and problem solving skills
·                     Decision making skills
·                     Attention to detail and high level of accuracy
·                     Effective organizational skills
·                     Effective communication skills both written and verbal.
·                     Excellent computer skills.
·                     High level of confidentiality.
·                     Excellent report writing skills.
Minimum Qualifications
·                     Bachelors’ degree public health, nursing, social sciences, or a related advanced degree relevant to the fields of FP/RH.
·                     Master’s degree in the above mentioned field will be an added advantage.
·                     At least 5 years experience of program support in a busy INGO.
·                     Experience in grants compliance is highly desirable.
Applications quoting the position title with detailed CVs with contact details of 3 referees (2 of which should be immediate former supervisors) should be submitted to:

People and Development Dept
pd@mariestopes.or.ke
Marie Stopes Kenya

On or before 30th November, 2012.

NB: Please clearly indicate on the subject as ‘Personal Assistant’

Marie Stopes Kenya is an equal opportunity Employer

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